Presentation Transcript

1. 2012 PROJECT GRADUATIONMeeting

   JANUARY 23, 2012 6:30pm AHS Multimedia Room
2. Business Recruitment Clean-up Decoration Entertainment Facilities/Equipment Financial Food Games Invitations Prizes Publicity Security T-Shirts Thank You Notes Volunteers/Chaperones COMMITTEE ROLL CALL
3. 2012 Project Graduation Meeting Monday, January 23, 2012 Meeting Facilitator: Silvia D. Scaife Invitees: Committee Chairs/Co-Chairs  Parents of Graduating Seniors Call to Order Approval of Minutes from last meeting (October 24, 2011) Minutes are/were written, oral, or electronic reports distributed by each committee chair or co-chair. Open Issues Finance & Treasurer’s Reports – Contribution Updates - Georgia and Jana Business Recruitment Committee - Buffie and Ryan Updates Final Designs for PG, T-Shirts, and Mailing Labels Committee Progress Reports AGENDA
4. Old Business The overall theme for PG this year isbased on theMonopoly board game. Entertainment Amazing Dr. Z Hypnosis – pending response - http://theamazingdrz.com/ Photo Booth – Make a decision Committee Roll Call for Reports New Business Deadlines and Dates Adjournment AGENDA Con’t
5. NOTICE: Reports have either been copied and distributed or displayed from the projector by individual committee chairs. Please consider these reports as minutes for tonight’s meeting. Committee Reports/Presentations
6. Updates from Ryan Daugherty and Buffie Tuck BUSINESS RECRUITMENT
7. Updates from Jana Bodine This information is in a pdf file and, upon request, can be made available via email. FINANCIAL: (TREASURER’S REPORT)
8. “Last year, Brother Charles Cummings and I did the DJ work and announced the prizes.  I feel certain we can do that again if that's what you are asking about.  Now ya'll may have hired a DJ so let me know if you did.”  Tim Chambliss Entertainment Committee
9. It’s me again with questions.  Is there anyway to find out how many kids were in the graduating classes of 2011 and 2010 and then find out how many attended Project Graduation…like just an estimation?  It would really help us in determining the amount of food.  Also, what time does it start and stop?  Thank you for all you are doing.  I know this is a big job. Sherri Guenther FOOD COMMITTEE
10. Our committee has gotten together and started checking on the supplies for Bingo and Casino.  We will determine soon what additional supplies we need and purchase them. I have contacted Scott Key who owns Party Depot about providing three large inflatables and two cash cubes.  He is going to send me a proposal & recommendation.  Scott's son Brandon is a senior this year at AHS. We have determined that we need 25 volunteers per shift to work games.  Here is the breakdown: Bingo - 3 people per shift = 3 Casino - 1 person per table per shift x 10 tables plus 2 floaters = 12 Inflatables - 2 people per inflatable per shift x 3 inflatables = 6 Cash Cubes - 2 people per cash cube per shift x 2 cash cubes = 4 We are planning to follow-up with the prize committee to talk about how many prizes are needed for Bingo. We need to understand how the "money" won at Casino tables and Cash Cubes will be used by the students; will there be a store where they can buy merchandise or will there be auctions where they can bid on items? I think the Games Committee is in pretty good shape. John Helms GAMES COMMITTEE
11. Ronnie Earles with Davis Direct has replied that they will not be able to donate printing again this year.  He did say that they will try to give us a good price on printing though.  As I previously mentioned, Mark Campbell is willing to donate printing, but said it could not compete with what was provided last year.  Considering our options: 1)  Do we know if, and how much money we have in the budget for printing? 2)  We could contact other professional printers for a contribution, but I understand we're asked to clear it with the committee that handles the donations before we initiate anything on our own. 3)  We could take Mark Campbell up on his offer for printing. You do not have to respond to this email before the meeting, I did want you to have the update for the meeting though. Appreciate you!  See you at the meeting! BeccaLittle  INVITATION COMMITTEE
12. Attached to this message is the modest beginning of what will hopefullysoon be a much more populated file of names and contact information forProject Graduation Security Committee volunteers. Do you know of anyoneI might have missed? In years past, the security presence at ProjectGraduation has been around 3 per shift per 100 people attending, whichtranslates to a minimum total of 10 or so. I am hopeful that we willhave a sufficiently high number to enable shorter but morevolunteer-populated shifts.Eddy's and Barry's e-mail addresses have been corrected; Silvia, thesewill need to be updated in your master file of committee chairs. Also,Becky and Vickie, we currently do not have your phone contactinformation.Ken is contacting select members of the police department. Officer Keith Horne and two other uniform policemen will be there the entire time . Members of AHS Tiger Football Booster Club will also be contacted as sources of recruitsfor our committee. We'll update everyone on progress at next Monday'smeeting. (See next slide for attachment).Russ SECURITY/CHAPERONES COMMITTEE
13. SECURITY CON’T
14. Do you have the contact information for who was in charge of volunteers last year?  I think I'm in charge of volunteers to be "just" chaperones and those who will be working the games.  I'd like to make sure of all the areas I need to cover and talk with each of the chairs of areas that need volunteers.  I do believe it would be easiest to have ONE email that lists volunteer needs so someone doesn't volunteer for one thing and then hear of another that they'd rather do.  I believe Food said they would handle their own volunteers.  What about clean-up?  I think when we get ready to have parents sign up, I will draft an email that lists chaperone times needed and game volunteers needed, then include contact information for volunteering to serve food or work cleanup?  I really don't know exactly what it needed, which is why I'd like to touch base with whoever did it last year.  Thanks so much for all you do!Patricia Stevenson VOLUNTEERS COMMITTEE
15. Q&A Period Deadlines… Other Reports?
16. We need to choose dates so they can be confirmed. February –27 March – 19 (Due to both ACS’ and AU’s Spring Breaks) April - 23 May – 14 Tentative Dates for Upcoming Meetings